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Title III Program Subgrant Timeline

Timelines for the allocation and release of Title III funding.

April

The California Department of Education (CDE) calculates the estimated per pupil amount and notifies local educational agencies (LEAs) of their subgrant award eligibility in April. The most current English Learner (EL) and Immigrant data available from the California Longitudinal Pupil Achievement Data System (CALPADS) will be used to determine the allocation to each LEA. The CDE earmarks preliminary Title III EL and Immigrant Student Program Subgrant funding (Title III) for eligible LEAs. Preliminary Title III funding earmarks are posted on the CDE Title III EL and Immigrant Programs web page.

April 10–30

The CDE opens the Cash Management Data Collection (CMDC) system for LEAs to report Title III prior subgrant year cash balances to CDE in preparation for the release of an apportionment. The reporting deadline for the fourth apportionment is April 30.

May

The CDE releases the fourth apportionment for subgrants when the LEA meets or exceeds to CMDC threshold.

June 10

The CDE opens the Spring Release Consolidated Application and Reporting System (CARS) and the Consortium Online Application (COA). The CARS opens June 10 and will close July 22. The Title III COA opens June 10 and will close on August 31. LEAs can apply for categorical funding (including Title III) during the appropriate period(s).

All eligible LEAs must apply annually on the CARS Application for Funding web page regardless of the allocation amount for the Title III EL and Immigrant Student Program Subgrants.

A complete Title III application consists of these components:

  • An application for funding in CARS includes submission of proposed budgets and acceptance of program assurances.

  • COA for LEAs that generate less than $10,000 (consortium eligible), if applicable. Please note: Title III EL Student Program consortium eligible LEAs must first apply in CARS before proceeding to form a consortium and then apply on the COA. The consortium lead initiates the application on the COA and member LEAs join in by providing their contact information.

To meet the Every Student Succeeds Act (ESSA) Plan requirement, all LEAs applying for ESSA funds must maintain an updated Local Control and Accountability Plan (LCAP) Federal Addendum and submit it through the CDE LCAP Federal Addendum System. LEAs are required to update the LCAP Federal Addendum annually. LEAs are encouraged to review the LCAP Federal Addendum during the LCAP update, as ESSA funding should be considered in yearly strategic planning. Annual updates to the LCAP Federal Addendum are maintained locally.

Additionally, it is highly recommended that consortia leads also maintain an updated Title III Federal Addendum Consortium Summary. New consortia leads also develop the Title III Federal Addendum Consortium Summary. This facilitates oversight of the provision of services to members for effective use of funds generated by the consortium

July

The 2021–22 Title III (EL and Immigrant Student) subgrant period of 27 months starts July 1.

July 5

Pupil Estimates for New or Significantly Expanding Charters (PENSEC) submission starts.

July 10–31

The CDE opens the CMDC system for LEAs to report Title III cash balances in preparation for the release of an apportionment. The reporting deadline for the first apportionment is July 31.

The CDE continues to receive LEA Title III applications via CARS and the COA. CARS closes on July 22.

August

The CDE continues to receive LEA Title III applications via the COA. The Title III funding application for COA closes August 31.

August 2

The PENSEC submission period ends.

September

The CDE releases the first apportionment when the LEA meets the following funding requirements:

  • Applied for funding on CARS, and COA if applicable,

  • Reported cash balances during the reporting window,

  • Met the CMDC payment threshold, and

  • Met LEA plan requirement.

For detailed information on the CMDC reporting requirements please visit the CDE Federal Cash Management web page.

September 30

End of the 2018–19 Title III subgrant period. The federal flexibility waiver extended the subgrant period to September 30, 2021. Any unexpended funds must be obligated by September 30.

End of the 2019–20 Title III subgrant period (27 months). Any unexpended funds must be obligated by September 30.

October

The PENSEC School Data becomes available with the estimated count of English learners in October. The CDE uses the data to calculate eligibility funding and notifies the New and Significantly Expanding Charter Schools in October. Eligible charter schools must apply for Title III funding by the deadline of March 31 of that fiscal year.

October 1–15

Private Schools are required to file Private School Affidavits (PSA) annually with the CDE. The statutory filing period is October 1 through 15; however, the filing system remains open throughout the school year to accommodate new schools. Schools established between July 1 and September 30, shall wait to file an affidavit until the PSA filing period begins in October.

October 10–31

The CDE opens the CMDC system for LEAs to report Title III cash balances in preparation for the next release of an apportionment. The reporting deadline for the second apportionment is October 31.

November

The CDE releases the second apportionment when the LEA meets the CMDC threshold.

December

Obligated funds from 2018–19 and 2019–20 subgrants must be liquidated by December 30.

January 10–31

The CDE opens the CMDC system for LEAs to report Title III cash balances in preparation for the next release of an apportionment. The reporting deadline for the third apportionment is January 31.

January 15–February 28

The CDE opens the Winter Release CARS. LEAs must submit end of year expenditure reports for 2018–19 and 2019–20 subgrants.

Student National Origin Report online collection period for private schools to report eligible immigrant students.

February

The CDE releases the third apportionment when the LEA meets the CMDC threshold.

March

The CALPADs actual count of eligible English learner students in new and expanding charter schools is available for inclusion in the final calculation of Title III EL Student Program allocations.

March 31 is the deadline to submit new applicants for the current Title III fiscal year.

After the March 31 deadline, the CDE removes the LEAs that did not meet all application for funding requirements. The CDE will revise the allocation amounts and recalculate the subgrants for the remaining LEAs accordingly. The CDE will notify LEAs of the updated entitlements via CDE Title III EL and Immigrant Students Programs web page.

Reporting and apportionment releases continue throughout the 27-month grant period. For additional information regarding the Federal Cash Management reporting and schedules, please visit the CDE Federal Cash Management web page.

Questions:   Language Policy and Leadership Office | 916-319-0845
Last Reviewed: Monday, August 23, 2021
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